Setting up the RBS The purpose of this document is to help explain how to set up a Resource Breakdown Structure (RBS) for your organization with Microsoft Project Server 2010. The RBS is an important feature in that it can be used to help with security settings and reporting relationships. The RBS does NOT have to be an exact copy of your organization s established Employee Organizational Chart but that chart can be used as a starting point. For this example, we will be using a sample organizational chart. A visual representation of that chart can be found at the end of this document. To set up an RBS, you need to be logged into Microsoft Project Server 2010 as an Administrator or as a user given permissions to create or modify custom fields. From the Home page of Project Web Access, select Server Settings under the Settings section. Server Settings You are now in the Server Settings page. Under the Enterprise Data section, select Enterprise Custom Fields and Lookup Tables to define the RBS field and the Lookup Tables behind it. Page 1 of 9
Enterprise Custom Fields and Lookup Tables There should already be a default RBS option under the Lookup Tables for Custom Fields section. Find it and click on it. If there is not one there already, just create one. This will take you to the RBS Lookup Table. From here we will create our table to support our custom RBS field. Page 2 of 9
The Code Mask option box is simply defining how the levels will look. (Think of the levels as the reporting steps in an organizational chart.) In the example below, the sequence is Characters, the length is any and the separator is /. This means that if we have four levels in our RBS, (three steps in an organizational chart) it would be formatted like this one/two/three/four. The Lookup Table section is where we will define our levels and give them descriptive terms. In this example, the starting point has only one code mask defined, therefore we could only go to one level in our Lookup Table. Since we will be using four levels, then we would need four rows defined for the Code Mask since that s how many levels deep we are going. The following screenshot shows the default RBS lookup table with only one level and no values. Page 3 of 9
Lookup Table definition In the example below, you can see that we have added four levels to the code mask and you can see how those levels correspond with our organizational chart. Page 4 of 9
Completed Lookup Table Now that we have completed the Lookup Table, we can set up the Custom Field that will be displayed. Under the Enterprise Custom Fields section, select RBS. Page 5 of 9
Enterprise Custom Fields In order for our Custom Field to work properly, we have to tell the field how to populate the information. We are going to associate our RBS Lookup Table with the RBS Custom Field. Custom Field defined Page 6 of 9
Now we can open our Enterprise Resource Global file and begin to populate the RBS field. Once in the Enterprise Resource Global file, right click and select Insert Column. Select RBS from the list of available fields to insert. Insert Column Once the RBS field has been added, click in the field to see the organizational chart from the RBS Lookup Table. Select the appropriate title for each Resource Name. RBS Column The example below shows exactly what our lookup table and organizational chart show in the text view for the RBS column that we just added. As an example, look at Goldie Ray, she is the Manager of Product Marketing and reports to the Director of Marketing who reports to the President of the company. It is very important to keep the RBS lookup table up to date and accurate as the organization Page 7 of 9
chart is updated with new positions or resources join or leave the company. RBS assigned to a Resource Name The example below shows the organizational chart as a visual representation of the RBS. Again, look at Goldie Ray, she is the Manager of Product Marketing and reports to the Director of Marketing who reports to the President of the company. Page 8 of 9
President Bob Smith Director of Marketing Katherine Jones Director of Sales Glenn Frederich Director of Operations Collin Quiring Manager of Marketing Research William Weeks Manager of Product Marketing Goldie Ray Eastern/Western Territory Manager Tiffany Mahn Northern/Southern Territory Manager Terry Sotor Warehouse Manager James Kin Order Processing Manager Kellie Ale Distribution Manager Jerry Vaughan Ad Specialist Lonnie Seitz Competetive Analyst Carlos Pena Product Brand Specialist Debbie Drittler Product Lifecycle Specialist Saundra Polanco Salesperson Raymond Lear Salesperson Connie Hewer Inventory Specialist Katrina James BOM Specialist Charles Woo Seasonal Order Processing Specialist Nico Saro Replenishment Order Specialist Mandi Woods Seasonal Order Fulfilment Lou Phillip Replenishment Order Fulfillment Jane Doe Pricing Analyst Josh Foster Stock Clerk Edward Gore Seasonal Order Puller Victoria Olaf Replenishment Order Puller Jerri Chan Page 9 of 9